2. Software technologist, Business Analyst, Project Manager
IT Consultant @ City Of London, Ontario
BSc in Computer Science, MBA, PMP & ITIL Practitioner
10 years experience across Government, Telecom and Finance industry
Working on SharePoint since 2008
Experienced in managing vendor relations, running RFPs, envisioning large
projects, developing SOW, project planning, scheduling & execution
LinkedIn: http://ca.linkedin.com/in/sayefi/
Email: sayefi@gmail.com
About Me
3. Why another project?
Misplaced business records
Lack of capabilities for collaboration and information sharing
IT nightmares
4. Why SharePoint?
Easy to learn and adopt - Microsoft office look & feel
Low cost of ownership - Even with required add-ons and customization
Easy to manage & grow - Familiar technology and development tools for IT folks
5. Envisioning the Program
Step-1: Identify stakeholders and their priorities
Step-2: Breakdown in manageable phases/projects
Step-3: Analyze risk and dependencies among projects
Step-4: Prepare program schedule, resourcing strategy and
business case
Step-5: Approach top-management for buy-in
6. Common Information Management Priorities (1)
Electronic Records Management
-Businesses are producing high volume of electronic records in different
forms (Emails, Technical drawings, Videos etc)
-5-10% Emails are important business records
-Documents are frequently miss placed; no control on retention and
disposition
Need solution for
-Capture Records as it is produced
-Intuitive & user-driven content classification
-Retention and disposition of records as per enterprise policy and
regulatory guidelines (GERP, TOMRMS, DoD 5015.2)
-eDiscovery and Legal hold
Possible Stakeholders: Legal, Records Management, Compliance office
Classification
Retention
Destruction
7. Common Information Management Priorities (2)
Collaboration and Information Sharing
-Inefficiency in producing critical contents (RFPs, Contracts, Technical
designs); sent back & forth over email
-Mid-level managers spending significant time in meetings, searching
documents/emails in multiple systems
-Key resources are retiring with critical knowledge
-Lack of capabilities to share ideas
Need solution for
-On-line collaboration space
-A search that works
-Employee profile & skill search
-Information available from anywhere
-Access from mobile devices
Possible Stakeholders: Human Resources, Engineering / Technology, Purchase, Communication, Marketing, PMO
8. Common Information Management Priorities (3)
Physical Records Management
-Physical records are managed ad-hoc or with legacy systems
-Records are misplaced
-Uniform retention and disposition is a challenge
Need solution for
-Uniform classification, retention and disposition of physical
records
-Automated process for records inventory management
-Search, eDiscovery or legal-hold scopes-in physical records as well
Possible Stakeholders: Human Resources, Records Management
9. Common Information Management Priorities (4)
Process Automation
-High turn-around time for internal processes and approvals
-Lack of confidence on electronic approvals
-Workflows are out-of-date or difficult to modify
-Business processes are agile in nature and changes in 12-24 months
Need solution that provide
-Electronic forms
-Integrates seamlessly with legacy scanning processes
-Cross platform look-up & integration
-Supports digital signature and audit log
-Easy to develop workflows which can be managed by business
Possible Stakeholders: Finance, Operations, Purchase
10. Common Information Management Priorities (5)
Cost Efficient Technology Choice
-Multiple platforms; Legacy platform is no longer supported
-High turnaround time & cost for application development and
management
-Skillset required for application development is not available in market
-Cost of infrastructure (storage, servers, licenses) is growing up
-Incapable to meet new business requirements
Need a platform which
-Cost effective
-Comes with good range of standard features
-Development tools and skillset are available
-Has an ecosystem for add-ons (Scanning, email integration,
migration, governance, physical records management, etc.)
Possible Stakeholders: Technology, Finance
11. Common Information Management Priorities (6)
Relationship Management
-Inefficiency in working with external stakeholders (vendors, partners,
stakeholder bodies)
-Lead-time to deliver critical products / projects are increasing
-Unhappy clients
Need solution for
-Allowing external stakeholders (Vendors, partners) to access
relevant information
-Controlled access over the internet
Possible Stakeholders: Purchase, Customer Relations, Engineering/Technology
12. Common Information Management Priorities (7)
Business Intelligence
-Less visibility on performance of internal processes and KPIs
-Value of information being processes are not utilized up to its potential
-Lot of time & effort spend on generating ad-hoc reports
-Decisions can not be made quickly because of lack of complete
information
Need solution for
-Easy integration with line of business data
-Enable business users to design reports
-Leverage the knowledge an power of MS Excel
-Reduce time required to develop new report
Possible Stakeholders: Finance, CxOs
13. Identify stakeholders and their priorities
Involve senior managers/Leaders in the organization
Requires a 2-3 hours workshop
Rank priorities from 1 to 5
Open discussion, white boarding, voting
Capture detail notes for follow-up discussion
14. Breakdown in manageable phases/projects
Involve a SharePoint Architect
Identify technical and business deliverables
Analyze organizational readiness
Available resources to engage in project work
Readiness for tools and process changes
Technical expertise
Legacy platforms & integration points
Infrastructure readiness
Enterprise architecture and standards
Requires a 1-2 workshops/brainstorming
16. Analyze risk and dependencies among projects
Identify resources and roles
Estimate resources, time and money required for key deliverables
Identify risk and dependencies
Group deliverables into phases and sequence them
Evaluate benefits of each phase
Re-evaluate different scenarios
17. Identify Program Team
Executive Sponsor Steering Committee
Infrastructure Specialist
Program Manager
Business
Information Architect
Business Analysts
Designer
Administrator
Technical support Developer
Technology
User community
19. Resourcing strategy
Identify resources available or better managed internally
Expertise required from external sources
Funding available
A blend works better
Internal resourceInternal resource
21. Program business case
Not having a clear business case is a risk
Business priorities should drive benefits & commitments
Both financial and non-financial benefits can be documented
Infrastructure & resourcing strategy will drive cost
23. Final words - Critical success factors
Business engagement – start top down
Program management – plan big, start small
User adoption – involve users early
Governance and best practices – follow proven path
Develop resourcing capabilities – train people and find right partner